Statewide NOA - Missouri



STATE OF MISSOURI OFFICE OF ADMINISTRATIONDIVISION OF PURCHASING AND MATERIALS MANAGEMENTNOTIFICATION OF STATEWIDE CONTRACT December 31, 2014CONTRACT TITLE: FUEL CARD AND/OR RELATED FUEL TRANSACTION OR SETTLEMENT SERVICESCURRENT CONTRACT PERIOD:January 1, 2015 through July 19, 2015RENEWAL INFORMATION:Original Contract Period:January 1, 2015 through July 19, 2015Renewal Options Available: One, 1-year renewalPotential Final Expiration: July 19, 2015 through July 18, 2016BUYER INFORMATION:Name: Laurie BorcheltPhone: (573) 751-1702Email Address: laurie.borchelt@oa. ALL PURCHASES MADE UNDER THIS CONTRACT MUST BE FOR PUBLIC USE ONLY.PURCHASES FOR PERSONAL USE BY PUBLIC EMPLOYEES OR OFFICIALS ARE PROHIBITED.THE USE OF THIS CONTRACT IS MANDATORY FOR ALL STATE AGENCIES.Local Purchase Authority shall not be used to acquire any other fuel credit card. State agencies are advised that the Office of Administration Division of Accounting does not allow state agencies to establish multiple credit card accounts with multiple credit card vendors. In addition, if the state agency has special fueling or vehicle service needs that WEX cannot meet, then the state agency may use local purchasing authority but only after first contacting the State Fleet Manager and the Division of Purchasing and Materials Management.The entire contract document may be viewed and printed from the Division of Purchasing & Materials Management’s Public Record Search and Retrieval System located on the Internet at Instructions for use of the contract, specifications, requirements, features are attached ~.CONTRACTNUMBERVENDORNUMBERVENDOR INFORMATIONMBE/WBECOOPPROCC1150760018414256160 1WEX Bank7090 South Union Park Center, Suite 350Midvale, UT 84047Contact: Denise Baumgart, Account RepPhone No.: (913) 393-3208Fax No.: (207) 791-1687Email: denise.baumgart@ Add’l Contact: Jillian Cascio, Account ManagerPhone No.: (207) 523-6611Toll Free: (800) 761-7181 X: 6611jillian.cascio@ NoYes STATEWIDE CONTRACT HISTORYThe following summarizes actions related to this Notification of Statewide Contract since its initial issuance. Any and all revisions have been incorporated into the attached document.ContractPeriodIssueDateSummary of Changes01/01/15-07/19/1512/31/14Initial issuance of new statewide contract. Replaces Contract C109272001.PURPOSE:The Division of Purchasing and Materials Management has awarded the above referenced contract for Fuel Card and/or Related Fuel Transaction or Settlement Services with WEX Bank (formerly Wright Express Financial Services Corporation). This contract replaces contract C109272001 with WEX which expired December 31, 2014. State agencies shall continue to use their existing cards/accounts. The card and card services are free of charge.WEX will bill all State of Missouri accounts for purchases made on the WEX card less any fuel tax exemptions, allowed by law. Complete reporting of exempted taxes will be provided and shown on the invoice.The following is a link to the Office of Administration, Division of General Services, State Fleet Management website: . The website is intended to provide additional details regarding the fuel card contract, direct access to the WEXOnline program and includes the Fuel Card Guidelines that all departments must follow. The state agency is advised that there is an existing statewide contract for tires. All acquisitions for tire replacement shall be made from the statewide tire contract unless the purchase in it is intended for emergency/repair. SPECIAL NOTE ABOUT COOPERATIVE PROCUREMENT:WEX will extend the fleet fuel card program to members of the cooperative procurement program. All new cooperative procurement customers should contact WEX directly to set up their account.SETTING UP AN ACCOUNT:State agency personnel should consult with their agency Fleet Manager regarding access to a WEX fuel credit card. All new accounts shall be established through their Fleet Manager by contacting WEX directly to set up the account and establish billing options or to resolve any account questions. Accounts are able to be set up based on the state agency’s specific needs.CARD APPLICATION:Each department should have an assigned program administrator. Please contact your Financial Management Advisory Committee Representative (FMAC) to determine how your program will operate. Those entities not represented on FMAC should direct any inquiry to WEX as listed on page 1.Any request for fuel cards, including new, replacement, or lost/stolen cards, must be directed to WEX.CARD AUTHORIZATION:Cards can be assigned to a vehicle/asset, driver or organizational unit (or cost center) in the fleet. When the card is swiped at the point of sale device, the driver will be prompted to enter a Driver ID (DID) and the odometer reading of the vehicle prior to receiving authorization for any transaction.Each DID can be assigned to one, many or all cards on the WEX account and can be generated by either WEX at random, or assigned by the fleet customer. The WEX card cannot be electronically activated without entering a valid DID.CARD SET UP:Program administrators and/or fleet managers within each department shall work with WEX to establish card limitations.Custom Control cards permit all types of purchases at WEX accepting locations, including fuel, maintenance and other (such as general merchandise) items. Product type control options shall be selected with this card, allowing certain product categories to be selected. Fuel only cards permit the purchase of only fuel products, such as gasoline, diesel, or alternative fuels. Accounts can be comprised of all Fuel Only cards, all Custom Control cards or a combination of Fuel Only and Custom Control cards. MULTIPLE REPORTING LEVELS:The WEX system supports seven (7) levels of hierarchy. Program administrators/fleet managers, shall determine the level they prefer to bill and/or report, with the ability to provision users of the online system as appropriate. Organizational units within accounts to support additional card groupings for authorization controls and reporting needs will also be determined by the program administrators. WEX POINT OF CONTACT FOR FLEET MANAGERS:Fleet Managers shall contact the Premium Fleet Services (PFS) Account Manager to address day-to-day contract activities. PFS Account Managers will ensure that the program is working smoothly and expedites problems to their quickest resolution. In addition, the PFS Account Managers can assist in creating reports required by the Fleet Managers. These managers can be reached toll-free at (877) WEX-CARD, 8:00 a.m. to 5:00 p.m. Eastern time.WEX CUSTOMER SERVICE DEPARTMENT:The WEX Customer Service Department (CSD) is available 24 hours per day, 7 days per week. State Fleet Managers and card users can contact the CSD regarding questions related to the everyday use of the card and are trained to handle questions regarding account billing and reporting. A toll-free number for contacting the CSD is displayed on the back of the WEX card. The customer service representatives along with the PFS Account Manager will manage all day-to-day account maintenance issues. BILLING:WEX will invoice state agencies on a monthly basis with the cycle closing date on the last day of the month. Invoices will include a complete list of all transactions for the invoicing period along with subtotals and a final summary. Billing statements may be submitted in electronic form via WEXOnline E-VAR or WEXLink, or through paper VAR (Vehicle Analysis Reports) as requested by the department when setting up the account with WEX. State agencies can view invoices and standard reports for 13 months and view transactional detail for 24 months via WEXOnline. WEXOnline electronic E-VAR provides agencies 24-hour access. WEXLink files allow customers to perform detailed analysis and reporting on their fleet account and can be merged with existing information management systems.DISPUTED CHARGES:WEX does not bill less disputed charges. The state agency will receive a credit if a dispute is found in the State’s favor. State agencies shall contact WEX via fax at (800) 395-0809 or by mail at Customer Service, Wright Express, 97 Darling Ave., South Portland, Maine 04106. The disputed charges must be identified and a basis for the dispute must be provided. WEX will commence an investigation to determine the validity of the charge in dispute and then either provide a credit or take no further action if the error cannot be substantiated. In any event, a written explanation of the outcome will be provided.In the case of a disputed charge, WEX will make every effort to complete the following within 24 hours notice by the state agency or as soon as possible and within a reasonable period of time:Resolve questioned/disputed charges appearing on the statementCredit the state agency’s account, pending resolution of the questioned/disputed itemProcess refunds for items resolved in the state agency’s favorREBATES/DISCOUNTS:WEX is offering Monthly Retail Transaction Based Rebates and Payment Timing (Early Payment) Rebates as well as Merchant Rebates.Monthly Retail Transaction Based Rebates:The monthly retail transaction based rebate is contingent upon the entity paying in full within 30 calendar days of the billing date that appears on the invoice and pays certain basis points dependent upon monthly retail transactions as follows:Monthly Retail TransactionsBasis Points (Rebate Percentage)$1 - $1,499,999100 basis points (1.00%)$1,500,000 - $2,999,999140 basis points (1.40%)$3,000,000 - $4,499,999145 basis points (1.45%)$4,500,000 - $5,999,999150 basis points (1.50%)$6,000,000+155 basis points (1.55%)Payment Timing (Early Payment) Rebates:WEX’s payment timing rebate is contingent upon payment in full within a certain number of days of the billing date appearing on the invoice and pays basis points as follows:Payment Timing (Early Payment) Due DateBasis Points (Rebate Factor)Payment in full within 10 calendar days of billing date as appears on company invoice16 basis points (0.16%)Payment in full within 15 calendar days of date of company invoice (including electronically) 11 basis points (0.11%)Merchant Rebates:WEX has negotiated discounts with accepting merchants. The current listing and associated discount is as follows:MerchantLocationsCents Off/GallonKum and GoAll 75 locations2.5 cents/gallon gasoline; 3 cents/gallon dieselWallis OilAll 35 locations1 cent/gallonWarrenton OilAll 32 locations1 cent/gallonRhodes 101All 30 locations2 cents/gallonAyers OilAll 16 locations3 cents/gallonThoele, Inc.All 14 locations2 cents/gallonHy-VeeAll 11 locations3 cents/gallonMidwest EnergyAll 9 locations1 cent/gallon gasoline; 2 cents/gallon dieselRoad RangerBoth locations2 cents/gallon, gasoline only Merchant Rebates are expressly conditioned on (1) use of the WEX issued card at the location; and (2) continuation of the Merchant Rebate by the merchant. The merchant may suspend, modify or discontinue the Merchant Rebate at any time. Issuer cannot guarantee that the Merchant Rebate will remain the same throughout the life of the contract.For any rebates earned by a participating governmental entity, the rebate shall be paid directly by WEX to such participating entity.LOST/STOLEN/TERMINATED CARDS:The account administrator or card custodian should report any lost or stolen cards immediately to WEX by contacting their Customer Service Department (CSD) at (800) 492-0669. Access to the CSD is available 24 hours per day, 365 days per year. Administrators can also notify WEX of lost, stolen or unauthorized use through WEXOnline. Agencies will be liable to WEX for all unauthorized use of a card until notification of such use. Upon reporting a lost or stolen card, it is immediately invalidated in the WEX system. After cancellation, all electronic authorizations associated with the card are declined at the time a purchase is attempted. Upon receipt of proper notification, agencies will be relieved from any liability for any subsequent charges made to the card.In addition, the program administrator should contact WEX regarding the termination/cancellation of cards.Upon request of only the state agency account administrator or manager, WEX will provide a replacement card within 2-3 business days of card cancellation. REPORTS:WEX offers their WEXOnline reporting tool. Four (4) standard reports are available online. WEX also offers customized reports that can be designed in several formats and will provide on an adhoc or regularly scheduled basis. Account Review documents are also available that includes a rolling 13-month review of data for several key data elements. Additionally, WEX will provide an Opportunity Report to assist in identifying areas where the State can realize cost savings by benchmarking purchasing at the zip code level to the WEXIndex average. Merchant Minority and Tax Reports are also available to support 1057 and 1099 requirements. WEXOnline SYSTEM:WEXOnline is WEX’s reporting and analysis tool for Fleet Managers to use in managing their fleets. WEXOnline provides 24-hour access to actionable account information, expense management, online reporting, and real-time account management functionality. The dashboard page allows the review of pending actions, authorizations, access accounts and access to favorites/quick links.WEXOnline also provides a Fleet Manager module allowing for the management of day-to-day activities related to the fuel card program including administrator functions, account maintenance functions, and invoice and payment functions. Twenty-four (24) months of transaction data and 13 months of invoice data is accessible online.WEXOnline offers the Expense Manager module providing comprehensive expense management tools, allowing fleets to set up approval hierarchies and manage accounting functions related to fleet purchases down to the transaction level. In addition, WEXOnline provides a comprehensive reporting module, including ad hoc reports, standard reports, exception reports and customized reports. FEE: There is no charge to use the WEX program. Cards, electronic transfer of data, ad hoc reporting, online account management, 24-hour help line and training are provided free of charge. Access to roadside assistance is also provided free of charge, however any ensuing service performed would be charged.LOCATIONS: The WEX card can be used for the purchase of all vehicle fuel types, vehicle repairs and vehicle-related supplies at all WEX accepting locations.Through the AVCARD program, state agencies can manage aircraft fueling, maintenance and related activities. In addition to the WEX Fleet Card account, WEX will set up an AVCARD account. The AVCARD card allows the purchase of fuel and services from all AVCARD acceptors and/or contract fuel suppliers. A list of acceptors is available at . For merchants that do not accept the card, AVCARD offers merchants a one-time acceptor option. With an AVCARD account, users automatically participate in the Contract Fuel Program allowing all to receive significant savings on jet fuel purchases anywhere in the world. The AVCARD program is available at no additional charge.WEX offers an Alternative Fuel Directory identifying accepting merchants supplying Ethanol, natural gas (CNG, LNG), propane (LPG), hydrogen, biodiesel, methanol, and other alternative fuels. The directory is available in CD format, downloadable from WEXOnline, or can be provided in hard copy for use in agency vehicles.WEX offers extensive acceptance coverage for service and maintenance needs through the WEX Service Network. The WEX Custom Control cards can be used to purchase tires, transmissions, brakes, mufflers, oil changes, glass replacement, car washes plus other routine vehicle maintenance needs. The WEX card is currently accepted by national brands providing services such as preventative maintenance, glass claim services, major automotive repair, and road and tow. WEX offers pay-at-the-pump credit card service at all major gasoline brands both nationwide and in Missouri. The following lists the major companies currently participating in WEX’s fuel card program. A complete list of all fueling stations can be found on the WEX website. ONLINE VENDOR SEARCH:WEX provides fleet managers and drivers the ability to search for accepting locations and fuel price information directly from the desktop through their “Daily Best Fuel Price” and “Fuel Price Mapping” tools. The Daily Best Fuel Price tool allows drivers to query available locations and receive the following station information in lowest to highest price order:Name, address and phone number of siteProduct and priceDate price was last updatedThe Fuel Price Maps have both satellite and standard may views. Real-time prices reflect the most recent WEX transaction and are continually updated. Search criteria include address, city, state, zip code, brand and PPG. A searchable directory is available through WEXOnline or at the WEX web site at . Search criteria include, city, zip code, state, site type (fuel or service), brand name and site name. SPECIAL NOTE ON TAX EXEMPT PURCHASES:WEX will process all fuel transactions, including aviation gasoline (av gas), exempt of federal excise taxes. WEX cannot, however, exempt aviation jet fuel. State agencies are advised to notify the retailer of Missouri’s tax exempt status prior to a transacting a purchase for a non-fuel item made with the WEX card. State agencies are further advised to check all receipts and WEX invoices to make sure that the federal excise tax is being exempted.ROADSIDE ASSISTANCE:WEX provides card users toll free access to emergency roadside assistance for their fleets, 24 hours per day, 7 days per week. Roadside assistance services include towing, mechanical first aid, jump starts, tire changes, lockout assistance, and fuel/water delivery. The WEX card is accepted by the National Automobile Club’s FLEET RESCUE emergency roadside assistance program. FLEET RESCUE provides card users with a reliable, toll-free, 24-hour, 365 day a year provider of high-quality roadside assistance program. Drivers will have no out-of-pocket expenses at the time of service. FLEET RESCUE offers the same roadside assistance services as described above. Card users can contact FLEET RESCUE toll-free at (866) 329-3471. The actual costs of services performed will appear on the agency’s WEX invoice; there is no longer a service charge for Roadside Assistance as of 12/6/05.OTHER FLEET MANAGEMENT SERVICES:As a MasterCard issuing bank, WEX is offering WEXPay. WEXPay is a tool enabling out-of-network purchases at an additional 500,000 merchants in the MasterCard network. WEXPay is typically used for independent or geographically remote fuel and service sites, however provides the control of a fleet card with the convenience of a credit card. Use of WEXPay is intended to reduce the number of sites where card users would have to use an alternative form of payment. FLEET SERVICES AND REPAIR:The WEX card can be used for the purchase of vehicle service; however state agencies are advised that all vehicle servicing repair or maintenance must first be referred to the Office of Administration State Garage if the fleet car is part of the agency’s Jefferson City fleet. The OA Garage may be contacted by calling 573-751-4286.WEX has agreements with several repair and supplies vendors where discounts are available for supplies and services.LATE FEES/ACCOUNT SUSPENSION:Accounts will be suspended 70 days after invoice date if payment is not received by WEX. WEX will make phone calls and send emails to account/billing contacts prior to suspension. WEX recommends secondary account contacts in case there are staffing changes. At 70 days, the account will be suspended if other arrangements have not been made -- cards will not work. At 120 days, the account will be shutoff.State of MissouriOffice of AdministrationDivision of Purchasing and Materials ManagementContract Performance ReportPlease take a moment to let us know how this contract award has measured up to your expectations. If reporting on more than one contractor or product, please make copies as needed. This office will use the information to improve products and services available to state agency users. Comments should include those of the product’s end user.Contract No.: C115076001Contractor: WEX BankDescribe Product Purchased (include Item No’s., if available): Rating Scale: 5 = Excellent, 4 = Good, 3 = Average, 2 = Poor, 1 = Fails to meet expectationsProduct RatingRate1-5, 5 bestProduct meets your needsProduct meets contract specificationsPricingContractor RatingRate1-5, 5 bestTimeliness of deliveryResponsiveness to inquiriesEmployee courtesyProblem resolutionRecall notices handled effectivelyComments: Prepared by: Title: Agency: Date: Phone: Email: Address: Please detach or photocopy this form & return by FAX to 573/526-9816, or mail to:Office of AdministrationDivision of Purchasing and Materials Management301 West High Street, RM 630PO Box 809Jefferson City, Missouri 65102You may also e-mail form to the buyer as an attachment at laurie.borchelt@oa. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download